Scouting: Prepared. For Life.  Yankee Clipper Council - Boy Scouts of America
Northeastern Massachusetts and Southern New Hampshire		 Waving American Flag

Begin the Internet Recharter Process

Register and Log In

“Renewal processors” must register as a first time user each year. 

Do Not click on “returning” to start the process.  Processors can begin the process and stop before finishing.  When these processors return, they will follow the process for the returning user to log in.

For new users:

From the registration page, enter unit information in these fields:

  •  Access code (access code is provided by the council and can be found on page 7 of this guide)
  •  Unit type (choose one from the menu) – Pack, Troop, Team, Crew, Ship
  •  Unit number (must be a four digit number e.g. 0002)
  •  Click continue

Charter Renewal Data Entry Cautions
  • Your entry overwrites Council date – Be careful!
  • DO NOT change a name if the information is incorrect note it on the print out after you submit the final version.
  •  Name entries.
  • Do not put spaces between prefixes (Decarlo not De Carlo)
  • Do not enter apostrophes (Obrian not O’Brian)
  • Do not use hypHens (John SmithPayne not John Smith-Payne)
  •  Do not enter bogus data to bypass prompt. 
    Contact the Yankee Clipper Council Registrar instead.

Load roster

The first step will require you to load roster either from ScoutNet or upload from Packmaster/Troopmaster.  If you load from ScoutNet you will only get the members currently posted to your unit. 

In Stage 2, Step 2 (select members for renewal) if additional enrollments are posted by the council after the “renewal processor” has begun the renewal process; you will be able to import them (upper right hand corner) as long as this is done before you select submit in Stage 5.

Stage 2

Step 1 – Update information for the Chartering Organization. Organization telephone number is required.

Step 2 - Select members
The current roster for the unit is displayed. Confirm the youth and adult members who are renewing (all members are automatically selected; deselect the members who will not be renewed). If a member is not renewing, uncheck the box. Beginning in this stage you can review/print your roster (upper left hand corner). The next page is a confirmation of who is being renewed and who is not being renewed.

Step 3 – Promote members
You have the option to Promote Members from another unit. When you click Promote you will see a Unit Selection screen that will display any units that are chartered to the same organization as your unit. If you are in a unit eligible to convert youth members into adult leaders (troop, team, crew, and ship only) you will see your own unit listed also. If you are promoting a member from youth to adult or from another unit you must have an application to register them (consider them new members).

Step 4 – Add new members
You must have their completed applications before you begin this process. Complete new adults first (review adult applications for age requirements) and then add new youth (review youth applications for age and grade requirements). You must enter an ethnic background (if not provided select not provided). Enter and confirm new registrants’ information to ensure accuracy. DO NOT enter a new member if you do not have an application. Note: There are no transfers during charter renewal.

Step 5 - Update members
Review member data and make necessary changes to member records (i.e. address, phone number, position, etc). DO NOT change a name if the information is incorrect note it on the print out after you submit the final version. Use the remove selection to delete a member from the renewal. This screen now shows whether an adult is Youth Protection Trained or not (must be current- within the last 2 years) and the date it was last taken. If the youth protection training is going to expire shortly after your charter expires then it should be retaken before the current charter expires.

Step 6 - Update member position
This page displays a list of the required positions for your unit and information on who is filling these positions. The unit adult positions table presents a summary of required positions. The number in the Current column must be within the minimum and maximum requirements. To change the position(s) for an individual, click the update button to the left of the individual’s name. Note: Quality Unit Recognition requires an assistant unit leader.

Stage 3 - Check roster

Step 1 - To begin validation - select Check Roster.
This allows the “renewal processor” to do a final update on the charter renewal data and to have the unit information validated against BSA unit requirements. If the charter renewal data does NOT conform to the BSA unit requirements, the check roster results page will inform the user. Refer to the appendix for common re-charter problems. Or if you wish to make more changes to your roster before you continue you can select which stage you wish to go back to by selecting the stage at the bottom of the page.

Step 2 – Check roster Errors and Warnings
When the Internet Rechartering has finished validating your information, you will be informed of any errors or warnings concerning your roster. This step will display any warnings and errors in the validation process and give you the opportunity to make corrections. You cannot proceed to the next stage until all errors have been resolved. Warnings should be reviewed and corrected if possible but will not prevent you from continuing to the next stage. Internet Rechartering will provide you with suggestions on how to correct errors and warnings. All adults must have current youth protection training; this information will be entered at the council however the unit must provide copies of the youth protection training certificates with the charter renewal application.

Stage 4 – Summary

In this stage you can review your final roster and fees.

Step 1 – Update fees
The fees include the member fee and the Boy’s Life subscription fee, and the total fee per member (these fees do not include the insurance fees, these must be calculated manually). If you want to update the Boy’s Life subscription or if a member holds multiple positions and pays in another unit, select update to the left of the name, select member paid in another unit and complete the requested information (the renewal processor should verify with the member which unit is their primary, many times each unit that the member is registering with indicates that the member is a multiple and as a result the member is not paid in any in any unit which could result in the member having their primary registration changed.) All paying adults receive Scouting magazine, do not select Boy’s Life unless they want to receive both magazines. Please click the Boy’s Life button to verify and select 100% Boy’s Life recognition for your unit.

Step 2 – Membership Inventory
This step is only required if you did not renew some of your members. You must respond to the questions on this page in order to continue.

Stage 5 - Submit roster

Print and Review the draft renewal one more time. If changes are still needed, click Home link to navigate back through the stages.

SUBMIT the renewal. Once the “renewal processor” submits to council they cannot go back to make any changes.

The process is NOT COMPLETED even after you hit submit. The charter renewal MUST be PRINTED and SIGNED

PRINT the Renewal Application. This opens a PDF. It prints with the signature lines for the
Executive Officer, Council Representative and the Unit Leader (no designees)

Obtain approval signatures and attach forms requested by BSA. The printed renewal application must be signed before submitting to the council. The charter renewal must be signed by the Executive Officer (cannot be signed by the chartered organization representative) and must be signed by the Unit Leader (cannot be signed by the committee chairman, a committee member or another unit leader)

Renewal processor should complete the last page.

FEES

The fees listed on the renewal report package do not include the insurance fees, these must be calculated manually.

The following must be included in your charter packet when dropping off:

  • All completed new adult and youth applications
  • The adult applications should include the BSA disclosure/authorization form.
  • Signed charter renewal application (all pages) must be signed by the Executive Officer (cannot be signed by the chartered organization representative) and must be signed by the Unit Leader (cannot be signed by the committee chairman, a committee member or another unit leader).
  • Signed annual charter agreement
  • Council representative signature – can be obtained at turn in.
  • Monies due (don’t forget to add the insurance)
  • MA CORIs and copies of both sides of a government issued photographic ID for new adults.
  • Youth Protection Training Certificates for all registering adults.

Remember the charter renewal paperwork is a contract and the correct procedures must be followed. The completed signatures are required to demonstrate that the organization agrees to continue its charter and that all the adults are approved to serve in the positions listed on the charter.

Keep a copy of all forms for your unit’s records. Except CORI request forms

Re-chartering Guide Contents
  1. Introduction
  2. Getting Started
  3. Fees
  4. On-Line Recharter Process
  5. Common Problems
  6. SS#  Number
  7. Renewal Checklist
  8. Registration Checklists
  9. 2010 Fee Increase Info
  10. Fee Calc Worksheet
  11. Fee Charts
  12. CORI Policy
  13. CORI Form